HomeMy WebLinkAboutResolution - 2022-R0228 - Amendment No. 1 DSHS Contract HHS001120200005 - STD-HIV-DIS GrantResolution No. 2022-RO228
Item No. 7.22
May 10, 2022
RESOLUTION
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF LUBBOCK:
THAT the Mayor of the City of Lubbock is hereby authorized and directed to execute, on
behalf of the City of Lubbock, Amendment No. 1 to the Department of State Health Services
Contract No. HHS001120300005 under the STD/HIV-DIS Prevention Services Grant Program,
by and between the City of Lubbock and the State of Texas' Department of State Health
Services, and all related documents. Said Amendment is attached hereto and incorporated in
this resolution as if fully set forth herein and shall be included in the minutes of the City
Council.
Passed by the City Council on May 10, 2022
["I-,&
DANIEL M. POPE, MAYOR
ATTEST:
Reb Ica Garza, City Se�`cre*j
APPROVED AS TO CONTENT:
mw_. vil I I
APPROVED AS TO FORM:
an ooke, Assistant City Attorney T
RES.DSHS Contract No. HHS001120300005 Amendment No.1
4.11.22
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��JV TEXAS
v Health and Human
Services
The Honorable Daniel Pope, Mayor
City of Lubbock
PO Box 2000
Lubbock, Texas 79457
Texas Department of State Health Services
John Mellerstedt, M.D.
Comanssiorw
Subject: Sexually Transmitted Disease/Human Immunodeficiency Virus
Disease Intervention Specialists (STD/HIV-DIS) Contract
Contract Number: HHS001120300005, Amendment No. 1
Contract Amount: $392,969.00
Contract Term: March 1, 2022 through December 31, 2022
Dear Mayor Pope:
Enclosed is the STD/HIV-DIS amendment between the Department of State Health
Services and City of Lubbock.
The purpose of this contract is to control and prevent the spread of Sexually
Transmitted Diseases (STDs), including Human Immunodeficiency Virus/Acquired
Immunodeficiency Syndrome (HIV/AIDS) and viral hepatitis.
This amendment increases the contract amount by $196,485.00 and extends the
contract term through December 31, 2022.
Please let me know if you have any questions or need additional information.
Sincerely,
Lillie McMillian, CTCM
Contract Manager
(512)776-2665
Tillie.mcmillian(&dshs.texas.Qov
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Resolution No. 2022-RO228
DEPARTMENT OF STATE HEALTH SERVICES
CONTRACT NO. HHS001120300005
AMENDMENT NO.1
The DEPARTMENT OF STATE HEALTH SERVICES ("DSHS" or "System Agency"), a pass -through
entity, and CITY OF LUBBOCK ("Grantee"), Parties to that certain STD/HIV-DIS Contract, that
was effective March 1, 2022, and denominated DSHS Contract No. HHS001120300005
("Contract"), now want to amend the Contract.
WHEREAS, the Parties want to extend the Contract term through December 31, 2022; and
WHEREAS, the Parties want to revise the Budget and the Statement of Work.
NOW, THEREFORE, the Parties agree as follows:
1. ARTICLE III of the Contract, DURATION, is hereby amended to extend the termination date
from August 31, 2022, to December 31, 2022.
2. ARTICLE IV of the Contract, BUDGET, is amended to increase the Contract amount by
$196,485.00, resulting in a new total not -to -exceed Contract amount of $392,969.00.
3. ATTACHMENT A, STATEMENT OF WORK, is deleted in its entirety and replaced with
ATTACHMENT A-1, REVISED STATEMENT OF WORK.
4. ATTACHMENT B, BUDGET, is deleted in its entirety and replaced with ATTACHMENT B-1,
REVISED BUDGET. All expenditures under this Contract will be in accordance with
ATTACHMENT B-1, REVISED BUDGET.
5. This amendment shall be effective as of the date last signed below.
6. Except as modified by this Amendment, all terms and conditions of the Contract shall
remain in full force and effect.
7. Any further revisions to the Contract shall be by written agreement of the Parties.
SIGNATURE PAGE FOLLOWS
DSHS Contract No. HHS001120300005 Page 2 of 18
Amendment No. 1
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SIGNATURE PAGE FOR AMENDMENT No.1
DSHS CONTRACT No. HHS001120300005
DEPARTIVgEI TnOV,$TATE HEALTH SERVICES
Kirk Cole
By: 04DD3FAAF59048D...
Kirk Cole
Printed Name:
Title: Deputy Commissioner
Date of Signature:
May 12, 2022
DocuSignq�NTEE
By: 103FQ37H3155540F...
Daniel M. Pope
Printed Name:
Title: Mayor
Date of Signature: May 12, 2022
THE FOLLOWING ATTACHMENTS TO SYSTEM AGENCY CONTRACT NO. HHS001120300005 ARE
INCORPORATED BY REFERENCE:
ATTACHMENT A-1: REVISED STATEMENT OF WORK
ATTACHMENT B-1: REVISED BUDGET
ATTACHMENTS FOLLOW
DSHS Contract No. HHS001120300005 Page 3 of 18
Amendment No. 1
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SIGNATURE PAGE FOR AMENDMENT NO. 1
DSHS CONTRACT No. HHS001120300005
DEPARTMENT OF STATE HEALTH SERVICES
By:
Printed Name:
Title:
Date of Signature:
NTEE
Printed Name: Daniel M. Pope
Title: Mayor
Date of Signature: May 10, 2022
THE FOLLOWING ATTACHMENTS TO SYSTEM AGENCY CONTRACT NO. HHS001120300005 ARE
INCORPORATED BY REFERENCE:
ATTACHMENT A-1: REVISED STATEMENT OF WORK
ATTACHMENT B-1: REVISED BUDGET
ATTACHMENTS FOLLOW
DSHS Contract No. HHS001120300005 Page 3 of 18
Amendment No. I
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ATTACHMENT A-1
REVISED STATEMENT OF WORK
1. GRANTEE RESPONSIBILITIES
Grantee shall do the following:
A. Conduct programs, as described herein, to control and prevent the spread of Sexually
Transmitted Infections (STIs), including human immunodeficiency virus/acquired
immunodeficiency syndrome (HIV/AIDS) and viral hepatitis, in accordance with the
Centers for Disease Control and Prevention's (CDC) STD Program Operations
Guidelines, located at: http: /www.cdc.gov'stftro ram/gl-2001.htm.
B. Perform the following six (6) core activities:
1. Community and Individual Behavior Change Interventions;
2. Medical and Laboratory Services;
3. Partner Services;
4. Leadership and Program Management;
5. Surveillance and Data Management; and
6. Training and Professional Development.
C. Maintain written program procedures covering these six (6) core activities. All
procedures shall be consistent with the requirements of this Contract.
D. Perform the activities required under this Contract in the service area designated in this
Contract. Service area will include the following county(ies): Lubbock.
E. Designate one of its staff to be a Local Responsible Party (LRP), who will be
responsible overall for ensuring the security of the confidential HIVISTI information
the Grantee maintains pursuant to this Contract.
F. Comply with all applicable federal and state policies, standards, and guidelines. The
following documents are incorporated into this Contract by reference:
1. DSHS HIV and STD Program Operating Procedures and Standards (POPS),
located at: http://www.dshs.texas.goviliivstd/pops/default.shtm-,
2. DSHS TB/HIV/STD and Viral Hepatitis Unit Security Policies and Procedures,
located at: httR://www.dshs.texas.stov/hivstftolicIsecurit .shtm•
3. CDC STD Program Operations Guidelines, located at:
http:<<www.cdc. ovg /std/program gi-2001.htm;
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Amendment No. 1
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4. CDC STD Treatment Guidelines, located at: h"://www.cdc.jzov/std/treatment/;
and
5. DSHS HIV and STD Program Policy Reporting Suspected Abuse and Neglect
of Children, located at:
https:.'www.dshs.texas.gov. childabusereportingldefault.shtm.
G. Comply with all applicable federal and state regulations and statutes, as amended,
including, but not limited to:
1. Chapters 81 and 85 of the Texas Health and Safety Code Note: See, for example,
Section 85.085 of the Texas Health and Safety Code [Physician Supervision of
Medical Care], which requires that a licensed physician supervise any medical
care or procedure provided under a testing program as required by law);
2. Chapter 94 of the Texas Health and Safety Code (relating to Education and
Prevention Programs for Hepatitis C);
3. Chapter 98 of the Texas Health and Safety Code (relating to the reporting of
Sexually Transmitted Diseases including Human Immunodeficiency Virus);
4. Title 25 Texas Administrative Code (TAC), Chapter 97;
5. Texas Government Code Section 531.02161, as an update to provision of
services, where there is delivery of an in -person service, there must also be an
option of that service via telecommunications or through the use of information
technology; and
6. Misuse of Funds and Performance Malfeasance, which states:
a. Report to the contract manager assigned to the Contract, any knowledge of
debarment, suspected fraud, program abuse, possible illegal expenditures,
unlawful activity, or violation of financial laws, rules, policies, and procedures
related to performance under this Contract;
b. Make such report no later than three (3) working days from the date the
Grantee has knowledge or reason to believe such activity has taken place;
c. If this Contract is federally funded by the Department of Health and Human
Services (HHS):
i. Report any credible evidence that a principal, employee, subgrantee or
agent of Grantee, or any other person, has submitted a false claim under
the False Claims Act or has committed a criminal or civil violation of
laws pertaining to fraud, conflict of interest, bribery, gratuity, or similar
misconduct involving those funds; and
ii. Make this report to the SAO at hq2://sao.fraud.texas.gov, and to the HHS
Office of Inspector General at b=://www.oighhs_gov/fraud/hotline/ no
later than three (3) working days from the date the Grantee has
knowledge or reason to believe such activity has taken place.
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Amendment No. 1
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H. Perform all activities in accordance with the terms of this Contract (including detailed
budget) and any subsequent DSHS Program instructions given to Grantee pursuant to
it. All of the above -referenced documents are incorporated into this Contract by
reference. Grantee must receive written approval from DSHS before varying from
applicable policies, procedures, and protocols and must update its implementation
documentation within 48 hours of making approved change(s).
I. DSHS reserves the right, where legal authority allows, to redirect funds in the event of
financial shortfalls. DSHS Program will monitor Grantee's expenditures on a quarterly
basis. If expenditures are below the total Contract amount, Grantee's budget may be
subject to a decrease for the remainder of the Contract term. Positions that remain
vacant for 90 days may subject the Contract to a decrease in funding.
II. PERFORMANCE MEASURES
The following performance measures will be used to assess, in part, Grantee's effectiveness in
providing the services described in this Contract, without waiving the enforceability of any of the
other terms of the Contract.
A. Public Health Follow -Up (PHFU) Program Objectives
Grantee shall follow the requirements for each of the STD Program Objectives, in
accordance with the DSHS HIV/ STD Program POPS, Chapter 9: Disease Intervention
Specialist Performance Standards with special emphasis on outcomes excerpted
below. If the data submitted by Grantee (or otherwise obtained by DSHS) indicates the
Grantee's performance does not meet the standards stated in one (1) or more of the
objectives, DSHS may (at its sole discretion) require additional measures be taken by
the Grantee to improve performance. Grantee must implement these measures
according to a timetable mandated by DSHS. Grantee shall:
1. Syphilis Objectives
a. Ensure that all individuals newly diagnosed with early syphilis are
interviewed within three (3) days of assignment. If data indicates less than
80% of individuals newly diagnosed with early syphilis covered by the scope
of this Contract are interviewed as described, DSHS may (at its sole
discretion) require additional measures be taken by the Grantee to improve
that percentage. In that scenario, Grantee must follow those additional
measures, and do so according to the timetable mandated by DSHS. Note:
Early syphilis is defined as all syphilis cases that are determined to be
primary, secondary, or early non-primary/non-secondary syphilis. See CDC
definition at: httys://wwwn.cdc.gov/nndss/conditions.'syphilis./case-
definition/2018 .
b. Achieve a partner index of at least 2.0 for all interviews conducted on
individuals newly diagnosed with early syphilis. If data indicates less than a
2.0 partner index for all interviews conducted for early syphilis by Disease
Intervention Specialists (DIS), DSHS may (at its sole discretion) require
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additional measures be taken by the Grantee to improve that percentage. In
that scenario, Grantee must follow those additional measures, and do so
according to the timetable mandated by DSHS.
c. Ensure that all partners initiated (partners obtained from the interview/case
management process with locating information as outlined by Chapter 9:
Disease Intervention Specialist Performance Standards to attempt notification
on early syphilis interviews) are notified of the disease exposure. If data
indicates less than .75 partner notification index for all initiated partners,
DSHS may (at its sole discretion) require additional measures be taken by the
Grantee to improve that percentage. In that scenario, Grantee must follow
those additional measures, and do so according to the timetable mandated by
DSHS.
d. Ensure that all partners notified of syphilis exposure are tested and treated for
syphilis, including incubating syphilis (disease intervention index). If data
indicates less than 60% of notified partners are tested and treated as described,
DSHS may (at its sole discretion) require additional measures be taken by the
Grantee to improve that percentage. In that scenario, Grantee must follow
those additional measures, and do so according to the timetable mandated by
DSHS.
e. Ensure that a treatment index of at least .75 is achieved for all interviews
conducted on individuals newly diagnosed with early syphilis. If data
indicates less than .75 treatment index, DSHS may (at its sole discretion)
require additional measures be taken by the Grantee to improve that
percentage. In that scenario, Grantee must follow those additional measures,
and do so according to the timetable mandated by DSHS.
2. HIV Objectives
a. Ensure that all individuals newly diagnosed with HIV will be interviewed
within seven (7) days in accordance with DSHS HIVISTD Program POPS. If
data indicates less than 80% of individuals newly diagnosed with HIV are
interviewed as described, DSHS may (at its sole discretion) require additional
measures be taken by the Grantee to improve that percentage. In that
scenario, Grantee must follow those additional measures, and do so according
to the timetable mandated by DSHS.
b. Ensure that all individuals interviewed who have been newly diagnosed with
HIV successfully complete their first HIV medical appointment. If data
indicates less than 85% of new HIV -positive clients interviewed successfully
complete their first HIV medical appointment, DSHS may (at its sole
discretion) require additional measures be taken by the Grantee to improve
that percentage. In that scenario, Grantee must follow those additional
measures, and do so according to the timetable mandated by DSHS.
c. Achieve a partner index of at least 2.0 for interviews conducted on individuals
newly diagnosed with HIV. If data indicates a partner index of less than 2.0
for individuals interviewed by DIS, DSHS may (at its sole discretion) require
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additional measures be taken by the Grantee to improve that percentage. In
that scenario, Grantee must follow those additional measures, and do so
according to the timetable mandated by DSHS.
d. Ensure that all partners initiated (partners obtained from the interview/case
management process with enough locating information to attempt
notification) on a new HIV interview are notified of the disease exposure. If
data indicates less than .75 partner notification index, DSHS may (at its sole
discretion) require additional measures be taken by the Grantee to improve
that percentage. In that scenario, Grantee must follow those additional
measures, and do so according to the timetable mandated by DSHS.
e. Ensure that all partners notified for HIV exposure are tested for HIV. If data
indicates less than 60% of the notified partners are tested for HIV, DSHS may
(at its sole discretion) require additional measures be taken by Grantee to
improve that percentage. In that scenario, Grantee must follow those
additional measures, and do so according to the timetable mandated by DSHS.
f. Ensure that all persons receiving PHFU (initiated partners, those co -infected
with a bacterial STD such as syphilis, gonorrhea, and/or chlamydia, and/or
individuals in the social -sexual network of an identified HIV genotype
cluster) who have been previously diagnosed with HIV and have no evidence
of care for more than 12 months are re-engaged to establish HIV medical
services. The activities taken to locate the person must be documented in the
designated data system. This includes confirmation that the client attended
his/her HIV medical care appointment. All the tasks described in this
provision must be completed by a Disease Intervention Specialist (DIS).
3. Other Objectives
a. Ensure that a complaint process is maintained and posted in the areas where
services are provided, in accordance with DSHS HIVISTD Program POPS,
Chapter 12, STI Clinical Standards.
b. Maintain a staff retention policy.
c. Provide routine staffing updates for vacant positions, in accordance with
DSHS required format and schedule for reporting.
d. Participate in targeted evaluation activities and other projects as required by
DSHS or CDC.
e. Ensure that the client survey is conducted at a minimum of two (2) times per
year for a total of thirty (30) days. The summary of the feedback must be
available for review and identified concerns must be addressed within thirty
(30) days of the feedback period.
f. Establish and maintain mutually agreed -upon formal written procedures with
local providers to ensure the provision of partner services in accordance with
DSHS HIV/ STD Program POPS. The procedures must specify processes
(e.g., communication) to facilitate timely partner elicitation by the local health
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department following the delivery of HIV -positive test results to clients by
Grantee.
g. Establish and maintain mutually agreed -upon formal written procedures with
local agencies who provide services frequently needed by clients seeking
HIV/STD services from Grantee in accordance with DSHS HIV/STD
Program POPS. The procedures must specify processes (e.g.,
communication) to facilitate timely partner elicitation by the local health
department following the delivery of HIV -positive test results to clients by
Grantee, including but not limited to:
i. HIV testing and counseling;
ii. STD clinical services;
iii. Partner services;
iv. HIV medical and support services;
V. Substance use treatment services;
A. Harm reduction services; and
vii. Mental health services.
At a minimum, such procedures should address conditions associated with
making and accepting client referrals. If Grantee provides all of the services
listed above in a specific geographic area, no such agreement is necessary for
that area. Grantee must maintain complete records of all referrals made.
These procedures must be finalized and in place within thirty (30) days of the
effective date of this Contract.
h. Ensure that performance of activities under this Contract is of a high quality
and consistent with all the requirements of this Contract, in order to meet
DSHS' high performance expectations.
i. Conduct regular assessments of Grantee's performance, including
compliance with DSHS Program procedures, policies and guidance,
contractual conditions, attainment of performance measures, maintenance of
adequate staff, and submission of required data and narrative reports. Failure
to comply with stated requirements and contractual conditions may result in
the immediate loss of Contract funds at the discretion of DSHS.
j. Ensure that all staff operating under this Statement of Work are permitted to
provide HIV and/or syphilis screening(s) by collecting blood -based
specimens, in both field and clinical settings. Supplemental testing must be
collected by venipuncture immediately, on site, after a point -of -care
preliminary positive test result. Staff will offer and perform these tests unless
the client refuses. HIV and syphilis specimens may be submitted through the
DSHS public health laboratory or another laboratory designated by the
Grantee and approved in advance by DSHS.
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k. Ensure that all staff operating under this Statement of Work are permitted to
deliver all HIV and/or STD results, including positive results, in both field
and clinical settings.
1. Ensure that all staff operating under this Statement of Work, when conducting
field work, are permitted to disclose the reason s/he is contacting them (e.g.,
exposure to someone who tested positive for HIV and wanted to ensure s/he
had the ability to be tested, positive test results were received from a provider,
laboratory, life insurance company, etc.)
m. Ensure that staff who operate under this Statement of Work deliver all positive
test results within the designated timeframes referenced in the DSHS
HIV/'STD Program POPS. Staff will ensure the client understands the
infection(s) s/he has tested positive for, is offered appropriate treatment for
his/her infection(s) and is linked to other medical and social resources as
appropriate (e.g., HIV testing and counseling; Pre -Exposure Prophylaxis
[PrEP]; Harm Reduction Services; STD clinical services; partner services;
HIV medical and support services; substance use treatment services; and
mental health services).
n. Staff operating under this Statement of Work may be identified by DSHS or
local programs to respond to rapid response efforts to address and intervene
in the transmission of reportable STDs, HIV and/or other infections staff have
received disease information training to respond to, as needed.
4. The following STD clinical services shall be provided, consistent with the DSHS
HIV,,'STD Program POPS Chapter 12: STI Clinical Standards:
a. Grantee shall follow the requirements for examining, testing, and treating
individuals served in public STD clinics. If data indicates that less than 90%
of individuals served were examined, tested and/or treated for STD(s) as
medically appropriate, within twenty-four (24) hours of seeking services,
DSHS may (at its sole discretion) require additional measures be taken by the
Grantee to improve that percentage. In that scenario, Grantee must follow
those additional measures, and do so according to the timetable mandated by
DSHS.
b. Individuals seeking STD diagnostic and/or treatment services in public STD
clinics shall be medically managed according to Grantee written protocols in
compliance with DSHS HIViSTD Program POPS, and with CDC STD
Treatment Guidelines 2021 (as revised).
c. Grantee shall ensure that individuals seeking STD diagnostic and/or treatment
services in public STD clinics will be referred for Pre -Exposure
Prophylaxis/Non-Occupational Post -Exposure Prophylaxis (PrEP!nPEP)
services if at increased risk for HIV but currently HIV negative. Individuals
to be prioritized for PrEP referrals include: Men who have Sex with Men
(MSM) with rectal GC and/or syphilis, individuals who have an HIV+
partner, individuals in the social -sexual network of an identified HIV
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genotype cluster, and others at increased risk for HIV who could benefit from
PrEP.
d. Grantee shall ensure that individuals seeking STD diagnostic and/or treatment
services in public STD clinics, who have been previously diagnosed with HIV
and have no evidence of care for more than 12 months, will be referred to a
DIS or other linkage worker to ensure they are re-engaged into HIV medical
care.
e. Grantee shall explore mechanisms to expand testing and awareness of STDs
via home testing and home self -collection kits and self -collection.
f. Grantee shall explore mechanisms to use telemedicine telehealth for
individuals seeking STD diagnostic and treatment services and/or PrEPinPEP
services.
III. TRAINING REQUIREMENTS
Due to the specialization and job knowledge required for effective STD control programs, the
following minimum training is required of personnel operating under this Contract. Compliance
will be monitored by DSHS Program staff. Grantee shall:
A. Authorize and require their staff to attend training, conferences, and meetings as
directed by DSHS Program.
1. Training Requirements for Disease Intervention Specialist staff (DIS) are as
follows:
a. The following DSHS HIV/STD Program POPS chapters must be read and
acknowledged:
i. Chapter 3: HIV/STI Partner Services and Seropositive Notification; and
ii. Chapter 9: Disease Intervention Specialists Performance Standards.
b. The DSHS-approved Fundamentals of STD Intervention (FSTDI), including
all prerequisites, within six (6) months of employment, must be completed
successfully.
c. The DSHS-approved Fundamentals of Counseling and Testing (FCT) or
equivalent within six (6) months of employment must be completed
successfully.
d. DIS must complete training successfully in, and demonstrate knowledge of,
the TB/HIVSTD Information System (THISIS).
e. DIS must be able to participate in the HIV Navigation in Texas (HNT) within
one (1) year of employment.
f. DIS must successfully complete venipuncture training that has been approved
by the local health authority within 60 days of employment.
g. DIS must successfully complete training for all locally sanctioned testing
technologies used for specimen collection and processing.
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h. DIS with more than one (1) year of experience shall successfully complete
additional courses as required by DSHS.
2. Training Requirements for First -Line Supervisors staff (FLS) are as follows:
a. The following DSHS HIV/STD Program POPS chapters must be read and
acknowledged:
i. Chapter 10: First -Line Supervisors Performance Standards; and
ii. Chapter 11: Regional and Local Health Department HIV/STD Program
Manager Performance Standards, in addition to what is required of the
DIS.
b. FLS must successfully complete all training activities which are required for
DIS under this Contract, and also must take the next available Texas First -
Line Supervisor (TXFLS) training.
c. If new to the jurisdiction, FLS must participate in the HIV Navigation in
Texas within one (1) year of employment.
d. FLS must attend and participate in the DSHS FLS Summit, as scheduled.
e. FLS must participate in the quarterly DSHS FLS calls.
L FLS must attend and participate in any other required DSHS trainings, as
scheduled.
3. Training Requirements for Program Manager staff (PM) are as follows:
a. PM must read and demonstrate understanding of the following DSHS
HIV, STD Program POPS chapters: Chapter 11, Regional and Local Health
Department HIV,Program Manager Performance Standards, in addition to
what is required of the FLS and DIS.
b. PM operating under this Contract must complete all training requirements
of DIS and FLS.
C. PM must participate in the DSHS Leadership Meeting, as scheduled.
d. PM must participate in the monthly DSHS Leadership calls.
4. Recommended trainings and topics for all program staff are as follows:
a. Health Insurance Portability and Accountability Act (HIPAA)
b. Ethics
c. Field Safety
d. Health Equities
e. Cultural Humility
L CPR/First Aid
g. Automated External Defibrillators (AED)
h. Defensive Driving
i. Approaches in Harm Reduction
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j. Self -Defense
k. Non -Violent Crisis Intervention
1. Status Neutral Biomedical Approaches to HIV Prevention (Early
Intervention, PrEP, nPEP)
m. Motivational Interviewing
n. Technical Writing
o. Computer Skills
p. Linkage to Care
q. Gender and Sexual Diversity
r. HIV Care and Treatment
s. Human Trafficking
t. Substance Use
u. Mental Health
v. Case Notes Documentation
B. Notify DSHS of completed trainings in the semiannual reports referenced in the
Reporting Requirements section.
IV. CONFIDENTIALITY
Grantee shall:
A. Designate and identify a HIPAA Privacy Officer, who is authorized to act on behalf of
Grantee and is responsible for the development and implementation of the privacy and
security requirements of federal and state privacy laws.
B. Designate, from its staff, a Local Responsible Party (LRP) who has the overall
responsibility for ensuring the security of the TB/HIV/STD confidential information
maintained by Grantee as part of activities under this Contract. The LRP will:
1. Ensure that appropriate policies/procedures are in place for handling confidential
information, for the release of confidential TB/HIV/STD data, and for the rapid
response to suspected breaches of protocol and/or confidentiality. These policies
and procedures must comply with DSHS policies and procedures (Grantee may
choose to adopt those DSHS policies and procedures as its own).
2. Ensure that security policies are reviewed periodically for efficacy, and that the
Grantee monitors evolving technology (e.g., new methods hackers are using to
illegally access confidential data; new technologies for keeping confidential data
protected from hacking) on an ongoing basis to ensure the program's data remain
as secure as possible.
3. Approve any Grantee staff requiring access to TB/HIV/ STD confidential
information. LRP will grant authorization to Grantee staff who have a work-
DSHS Contract No. HHS001120300005 Page 13 of 18
Amendment No. 1
DocuSign Envelope ID: CC815ECF-73C1-4635-B603-026A1D2C2131
related need (i.e., work under this Contract) to view TB/HIV/STD confidential
information.
4. Maintain a list of authorized Grantee staff persons who have been granted
permission to view and work with TB/HIV/ STD confidential information.
5. Review the authorized user list ten (10) days from the effective date of this
Contract to ensure it is current.
6. Ensure that all Grantee staff with access to confidential information have a signed
copy of a confidentiality agreement on file; it must be updated once during the
term of this Contract.
7. Ensure that all Grantee staff with access to confidential information are trained
on TB/HIV./STD security policies and procedures before access to confidential
information is granted; this training will be renewed once during the term of this
Contract.
8. Ensure that all Grantee staff with access to confidential information are trained
on federal and state privacy laws and policies before access to confidential
information is granted; this training will be renewed once during the term of this
Contract.
9. Thoroughly and quickly investigate all suspected breaches of confidentiality in
consultation with the DSHS LRP to ensure compliance with the DSHS Program
policy, TB/HIV/STD and Viral Hepatitis Breach of Confidentiality Response
Policy, located at: http://www.dshs.texas.eov/hivstd/policy/security.shtm.
10. Ensure that all required quarterly reports are submitted on time.
C. Ensure that its security procedures require that all of its computers and networks meet
DSHS security standards, as certified by DSHS IT staff.
D. Provide a list to DSHS of personnel with access to secured areas and of all identified
personnel who have received security training.
E. Provide a list to DSHS of personnel with access to all network drives where
confidential information is stored and of all identified personnel who have received
security training.
F. Ensure that requests for TB/HIV./STD system user account terminations are sent to
DSHS within one business day of the identification of need for account termination.
G. Transfer secure data electronically using the Public Health Information Network.
H. Maintain a visitors' log for individuals entering the secured areas; this must be
reviewed quarterly by the LRP.
DSHS Contract No. HHS001120300005 Page 14 of 18
Amendment No. 1
DocuSign Envelope ID: CC815ECF-73C1-4635-B603-026A1D2C2131
I. Verify TB/HIV'STD system user passwords are changed at least every ninety (90)
days; this must be verified by the LRP.
J. Ensure that portable devices used to store confidential data are approved by the LRP
and encrypted.
K. Ensure that confidential data/documents are:
1. Maintained in a secured area;
2. Locked when not in use;
3. Not left in plain sight; and
4. Shredded before disposal.
V. HIV/STD RAPID RESPONSE PLAN
DSHS will review the proposed Rapid Response Plan and provide guidance to the Grantee.
Grantee shall:
A. Develop, update, and submit a local HIV/ STD Rapid Response Plan, and submit this
by February 1 each year of the Contract to the designated DSHS staff. The plan shall
include how the program will:
1. Identify responsible parties for planned activities, including but not limited to:
a. response coordinator,
b. activity team lead,
c. collaborative lead, and
d. medical lead;
2. Identify increases in disease or outbreaks;
3. Increase active surveillance;
4. Examine outbreak characteristics;
5. Educate health care providers and the community of disease outbreak (e.g.,
including signs/symptoms, available resources, disease trends, reporting
requirements, testing algorithms, and testing/treatment options);
6. Inform media outlets, as appropriate;
7. Conduct targeted screening efforts including testing in correctional settings (as
appropriate);
8. Enhance partner services;
9. Expand clinical access and services (e.g., increase clinical hours or days of
services, employ rapid testing, enhance prophylactic treatment protocols); and
DSHS Contract No. HHS001120300005 Page 15 of 18
Amendment No. 1
DocuSign Envelope ID: CC815ECF-73C1-4635-B603-026A1D2C2131
10. Adjust work hours for employees involved in the response (i.e., allow staff to
work alternate hours or extended hours during response).
B. Establish and maintain collaborative relationships with local businesses, community
clinics, and community -based organizations who serve populations most affected by
HIV or other STDs, as well as with appropriate local and institutional individuals and
groups (e.g., providers, hospitals, mental health and intellectually disabled facilities,
infection control nurses), in order to implement the local Rapid Response Plan.
C. Continue to enhance their current HIV/ STD surveillance system, including, but not
limited to:
1. Improving reporting of providers and laboratories; and
2. Increasing the number of sites that report electronically.
D. Make all directed revisions to the Rapid Response Plan and submit a revised version to
the DSHS designated program consultant by the directed deadline.
E. Notify local leadership and key stakeholders of the finalized plan and maintain a copy
within the Program.
F. Comply with the final, approved version of the Rapid Response Plan when an outbreak
is identified.
G. Identify program Disease Intervention Specialists to respond to local and statewide
rapid response activities when necessary. The identified staff must complete DSHS
identified trainings prior to assignment. The number of staff will be as directed by the
DSHS Rapid Response Team leader, to conduct disease intervention activities as
prescribed in the Grantee's final, approved Rapid Response Plan or statewide Cluster
Detection Response Plan.
DSHS Contract No. HHS001120300005 Page 16 of 18
Amendment No. 1
DocuSign Envelope ID: CC815ECF-73C1-4635-B603-026A1D2C2131
VI. REPORTING REQUIREMENTS
REPORT NAME
FREQUENCY
PERIOD
PERIOD
DUE DATE
BEGIN
END
Semiannual Report
First six (6)
03/01/2022
08'31/2022
09i30i2022
months
Semiannual Report
Remaining four
09/011,2022
12/31'2022
01/31/2023
(4) months
Congenital Syphilis
Monthly
03101i22
12/31/2022
Due thirty (30) calendar days
Case Investigation
after period being reported.
and Infant Syphilis
Control Records
Note: This Report is
submitted through THISIS
and is subject to HIPAA and
PHI data requirements.
Local Responsible
First six (6)
03/01/2022
08/31i2022
09/30/2022
Party (LRP) Report
months
LRP Report
Remaining four
0910li2022
12/31/2022
01/31/2023
(4) months
Financial Status
Biannual
03/01/2022
08/31/2022
09/30/2022
Report (FSR)
FSR
Remaining four
09i01i2022
12/31/2022
02/15/2023
(4) months
VII. INVOICE AND PAYMENT
A. Invoices must be submitted monthly to prevent delays in subsequent months. Grantees
that do not incur expenses for a month are required to submit timely "zero" dollar
invoices. Invoices and all supporting documentation must be emailed to
invoices�7a,,dshs.texas.gov and crosinvoices(&dshs.texas. og_v simultaneously. Grantee
must submit a final close out invoice and final status report no later than 45 days
following the end of the contract term. Invoices received more than 45 days past the
contract term are subject to denial of payment.
B. DSHS reserves the right, where allowed by legal authority, to redirect funds in the event
of financial shortfalls. DSHS Program will monitor Grantee's expenditures on a
quarterly basis. If expenditures are below the amount in Grantee's total Contract,
Grantee's budget may be subject to a decrease for the remainder of the Contract term.
Vacant positions existing after ninety (90) days may result in a decrease in funds.
DSHS Contract No. HHS001120300005 Page 17 of 18
Amendment No. 1
DocuSign Envelope ID: CC815ECF-73C1-4635-B603-026A1D2C2131
ATTACHMENT B-1
REVISED BUDGET
CATEGORICAL EXPENDITURES
PERSONNEL $199,667.00
FRINGE BENEFITS $101,391.00
TRAVEL $2,575.00
EQUIPMENT
$0.00
SUPPLIES
$21,636.00
CONTRACTUAL
$25,000.00
OTHER
$42,700.00
TOTAL DIRECT CHARGES
$392,969.00
INDIRECT CHARGES
$0.00
TOTAL
$3929,969.00
DSHS Contract No. HHS001120300005 Page 18 of 18
Amendment No. 1
Certificate Of Completion
Envelope Id: CC815ECF73C1463513603026A1 D2C2131
Subject: $392,969.00 HHS001120300005 City of Lubbock A-1 STD/HIV-DIS
Source Envelope:
Document Pages: 18 Signatures: 0
Certificate Pages: 5 Initials: 0
AutoNav: Enabled
Envelopeld Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)
Record Tracking
Status: Original
3/30/2022 10:11:39 AM
Signer Events
Authority Daniel Pope, Mayor
dpope@mylubbock.us
Mayor
City of Lubbock
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 2/24/2022 10:25:44 AM
ID: d25db9ae-a441-462f-8bd3-26cfa7fa0ce2
Helen Whittington
helen.whittington@dshs.texas.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 3/30/2022 10:25:47 AM
ID: cf4af24f-b2e9-4620-bf32-8a7eb9cc5f43
Patty Melchior
Patty. Melchior@dshs.texas.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 3/29/2022 1:58:22 PM
ID:4e68af6d-9afd-47dc-90ee-34a6b98876da
Kirk Cole
Kirk.Cole@dshs.texas.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 3/29/2022 4:55:28 PM
ID:3e650224-d245-435f-9f53-12144b931a03
In Person Signer Events
Editor Delivery Events
Agent Delivery Events
Intermediary Delivery Events
Holder: CMS Internal Routing Mailbox
CMS.IntemalRouting@dshs.texas.gov
Signature
Signature
Status
Status
Status
DocuSign
Status: Sent
Envelope Originator:
CMS Internal Routing Mailbox
11493 Sunset Hills Road
#100
Reston, VA 20190
CMS.IntemalRoubng@dshs.texas.gov
IP Address: 167.137.1.13
Location: DocuSign
Timestamp
Sent: 3/30/2022 10:17:10 AM
Timestamp
Timestamp
Timestamp
Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Amber Vasche COPIED Sent: 3/30/2022 10:17:09 AM
amber.vasche@dshs.texas.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Lillie McMillian COPIED Sent: 3/30/2022 10:17:09 AM
lillie.mcmillian@dshs.texas.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Katherine Wells COPIED Sent: 3/30/2022 10:17:09 AM
kwells@mylubbock.us Viewed: 3/30/2022 11:03:50 AM
Director of Public Health
City of Lubbock
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
CMS Internal Routing Mailbox
CMS.Intema[Routing@dshs.texas.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 3/30/2022 10:17:09 AM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
DocuSign
Certificate Of Completion
Envelope Id: CC815ECF73Cl4635B603026AlD2C2131
Subject: $392,969.00 HHS001120300005 City of Lubbock A-1 STD/HIV-DIS
Source Envelope:
Document Pages: 18 Signatures: 2
Certificate Pages: 5 Initials: 0
AutoNav: Enabled
Envelopeld Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)
Record Tracking
Status: Original
3/30/2022 10:11:39 AM
Signer Events
Daniel M. Pope
dpope@mylubbock.us
Mayor
City of Lubbock
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 2/24/2022 10:25:44 AM
ID:d25db9ae-a441-462f-8bd3-26cfa7fa0ce2
Helen Whittington
helen.whittington@dshs.texas.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 5/12/2022 8:40:57 AM
ID:eb2085ld-37c5-4ec4-ba80-d76a54d58118
PATTY MELCHIOR
Patty. Melchior@dshs.texas.gov
Director, DSHS CMS
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Accepted: 5/5/2022 12:43:08 PM
ID:f01589da-43a7-481e-996a-7c50409e5d48
Kirk Cole
Kirk.Cole@dshs.texas.gov
Deputy Commissioner
Security Level: Email, Account Authentication
(None)
Holder: CMS Internal Routing Mailbox
CMS.InternalRouting@dshs.texas.gov
Signature
ED ... Si,n,d by:
a1n it l M part,
3F037B6315554OF...
Signature Adoption: Pre -selected Style
Signed by link sent to dpope@mylubbock.us
Using IP Address: 208.84.91.44
Completed
Signed by link sent to
helen.whittington@dshs.texas.gov
Using IP Address: 167.137.1.17
Completed
Signed by link sent to
Patty.Melchior@dshs.texas.gov
Using IP Address: 167.137.1.17
CKD S'gnetl by:
Kirk Cole
04DMFAAF59048D...
Signature Adoption: Pre -selected Style
Signed by link sent to Kirk. Cole@dshs.texas.gov
Using IP Address: 160.42.85.12
Status: Completed
Envelope Originator:
CMS Internal Routing Mailbox
11493 Sunset Hills Road
#100
Reston, VA 20190
CMS.InternalRouting@dshs.texas.gov
IP Address: 167.137.1.13
Location: DocuSign
Timestamp
Sent: 3/30/2022 10:17:10 AM
Viewed: 5/12/2022 8:38:36 AM
Signed: 5/12/2022 8:38:50 AM
Sent: 5/12/2022 8:38:52 AM
Viewed: 5/12/2022 8:40:57 AM
Signed: 5/12/2022 8:44:43 AM
Sent: 5/12/2022 8:44:45 AM
Viewed: 5/12/2022 9:51:59 AM
Signed: 5/12/2022 9:52:32 AM
Sent: 5/12/2022 9:52:35 AM
Viewed: 5/12/2022 2:31:35 PM
Signed: 5/12/2022 2:32:05 PM
Signer Events Signature Timestamp
Electronic Record and Signature Disclosure:
Accepted: 5/12/2022 2:31:35 PM
ID:15a9d387-920b-425b-a0ae-77b56e9c0e72
In Person Signer Events
Signature
Timestamp
Editor Delivery Events
Status
Timestamp
Agent Delivery Events
Status
Timestamp
Intermediary Delivery Events
Status
Timestamp
Certified Delivery Events
Status
Timestamp
Carbon Copy Events
Status
Timestamp
Amber Vasche�
Sent: 3/30/2022 10:17:09 AM
amber.vasche@dshs.texas.gov
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Lillie McMillian*
C
Sent: 3/30/2022 10:17:09 AM
lillie.mcmillian@dshs.texas.gov
i L
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Katherine Wells
Sent: 3/30/2022 10:17:09 AM
kwells@mylubbock.us
ED
Viewed: 3/30/2022 11:03:50 AM
Director of Public Health
City of Lubbock
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
CMS Internal Routing Mailbox
Sent: 5/12/2022 2:32:08 PM
CMS.InternalRouting@dshs.texas.gov
DSHS Contract Management Section
Security Level: Email, Account Authentication
(None)
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events
Signature
Timestamp
Notary Events
Signature
Timestamp
Envelope Summary Events
Status
Timestamps
Envelope Sent
Hashed/Encrypted
3/30/2022 10:17:09 AM
Certified Delivered
Security Checked
5/12/2022 2:31:35 PM
Signing Complete
Security Checked
5/12/2022 2:32:05 PM
Completed
Security Checked
5/12/2022 2:32:08 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
Electronic Record and Signature Disclosure created on: 9/14/2020 7:10:18 PM
Parties agreed to: Authority Daniel Pope, Mayor, Helen Whittington, Patty Melchior, Kirk Cole
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, DSHS Contract Management Section (we, us or Company) may be required
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CITY OF LUBBOCK
ATTEST:
By:
REB CCA GARZA, City Sec eta
APPROVED TO CONTENT:
By:
THERINE WELLS, Director of Public Health
APPROVED AS TO FORM: